dec 11 minutes

dec 11 minutes

The St. Charles City-County Library District Board of Trustees met at 7:30 pm on Monday, December 12, 2011, at the Deer Run Branch, 1300 North Main Street, O’Fallon, Missouri.

Board Members present:

Mr. Greg Dohrman

Ms Myra Crook

Dr. Jerry Cook

Mr. John Thoelke

Ms. Mary Reese

Ms. Debbie Haupt

Ms. Lisa Pelikan

Board Members absent:

Mr. Gary Heggs

Ms. Kathleen Todd

Library Staff present:

Mr. Jim Brown, Director

Ms. Betty Murr, Deputy Director

Mr. Richard Schultz, Coordinator of Finance and Support Services

Mr. Frank Noto, IT Coordinator

Ms. Maggie Preiss, Children’s Services and Marketing

Ms. Denise Mandle, Human Resources Coordinator

Ms. Kristin Williams, Planning and Development Coordinator

Ms. Ann King, Branch Manager, Kathryn Linnemann

Ms. Martha Radginski, Branch Manager, Middendorf-Kredell

Ms. Laurie St. Laurent, Branch Manager, Spencer Road

Ms. Asia Gross, Branch Manager, McClay Road

Mr. Tim Deghelder, Branch Manager, Deer Run Branch

Mr. Brad Smith, Information Resource Manager, Non-Profit

Mr. Brian Flinchpaugh, thepatch.org

President Myra Crook called the meeting to order at 7:30 p.m. with the Pledge of Allegiance. Six members responded to roll call. Ms. Crook opened the floor for public comments. No requests for time were received.

Mr. Thoelke arrived at 7:35 pm

REPORTS

The following reports were included in each Board members’ and staff member’s packets. No additional verbal presentation was given at the meeting other than what is noted below.

Financial Report—Rick Schultz, Coordinator of Finance

Director’s Report—Jim Brown, Director

Development Report—Kristin Williams, Planning and Development Coordinator—Ms. Williams did not present a report this month.

Monthly Statistics Report—Circulation Statistics and Gate Count

Activities Report-- Maggie Preiss, Children’s Resources and Marketing

Correspondence

Mr. Thoelke inquired about the anticipated increase in insurance costs for staff for the upcoming year. Ms. Mandle, Human Resources Coordinator, indicated the District would experience an increase of 7.5% in health insurance costs and no increase in life insurance costs.

CONSENT AGENDA

Minutes—Board of Trustees meeting minutes from the 14 November 2011 meeting.

MOTION: Mr. Dohrman moved to suspend the Old Business portion of the Formal Agenda and move New Business Agenda Item 12-18 Fiscal Year Audit to the beginning of the agenda.

FORMAL AGENDA

New Business

12-18 Fiscal Year Audit

Michele Graham with Botz, Deal and Company, P.C., presented the results of the annual audit. The Library’s policy is to have an outside audit performed once a year. The District received a “clean opinion” which means there is accurate reporting, disclosures are included where needed, and everything required is in place. As far as “material deficiencies”, there is nothing to report. In regard to year-end funds, the District is “in really good shape”, and has $17.5 million.

There is nothing new to report or anything requiring formal action at this time.

12-03 Strategic Planning

There is nothing new to report at this time.

12-16 Trustee Meeting Date and Time Review

Based on the information received from Board Members since last month’s meeting, it appears that the second Tuesday of each month is the day that works best for present trustees. The only trustee unavailable is Kathleen Todd, whose term has expired. Mr. Thoelke asked whether or not Mayor Faith was involved in any of the discussions. Mr. Brown responded that “because there was no effect on any of her direct appointees, there was no real discussion there”.

MOTION: Mr. Dohrman moved to change the Board of Trustees’ regular meeting day to the second Tuesday of every month at 7 pm effective at the January 2012 meeting. Dr. Cook seconded. Motion approved seven affirmative, zero negative, zero abstentions, and two absent.

Due to the fact that the meeting day has been changed to the second Tuesday of each month, Policy A128 Time and Place of Regular Meetings needs to be updated with that change. Mr. Brown distributed a copy of the current policy and the revised policy for review. The only change made to the policy was revising the second Monday of each month to the second Tuesday of each month.

MOTION: Mr. Dohrman moved to revise Policy A128 Time and Place of Regular Meetings as presented. Ms. Reese seconded. Motion approved seven affirmative, zero negative, zero abstentions, and two absent.

12-17 Board of Trustees Meetings—Revised

Based on the change of the monthly meeting to the second Tuesday of each month, the Agenda Memo 12-17 FY12 Board of Trustees Meetings—Revised has been updated to reflect the new dates for January through June, 2012.

The Trails Regional Library is one of four LISTEN library partners. The District has been approached by the Trails “about the possibility of adding the LISTEN acquisitions module to their suite of LISTEN services”. Audrey Bangert, IT Project Manager, prepared a report included in the Board packet that reflects pricing for installation and support for the LISTEN acquisitions module to Trails Regional Library. The pricing reflected in the report is comparable to the last acquisition which took place with Washington Public in 2009. There is really no downside to entering into this agreement because the module is already in use at Trails Regional.

Brad Smith, Information Resource Manager—Non-profits, served as the team leader on the revisions to the meeting room policies as well as the formulation of new policies for the meeting rooms at the new Spencer Road Branch. Mr. Smith presented the new policies and the changes to existing policies in addition to copies included in the Board packet. In summary, the following changes/additions have occurred:

The District is eliminating the current meeting room policy, C256, and replacing it with several policies, C250-C255.

Policies C250-252 will completely replace C256. This policy applies only to meeting rooms found at Regional and General Purpose branches.

Policy C255 addresses smaller meeting rooms in the Community Commons area of the new Spencer Road branch.

Policy C250 attempts to address behaviors in meeting rooms throughout the entire District; it is intended to be the one “overall” policy. The District will post a copy of this policy in each meeting room throughout the District. Mr. Smith indicated that by implementing these policies, we will create and attract different individuals or organizations with unique needs across the entire community. The District wants to increase the need for meeting rooms and, therefore, increase usage. Laurie St. Laurent, Spencer Road Branch Manager, reassured Board Members that exceptions may need to be made to some details of the policies especially in regard to reservations.

Policy C255 Community Commons Meeting Room Policy was written to “allow us (the District) to extend enhanced services to our Community Council partners”. The Commons area was “designed to support the nonprofit, government, and community organizations by providing professional space for meetings, trainings, research, programs, forums, and general capacity building activities”. The Community Council will be the “supervising agent”. The policy allows the Community Commons access to the rooms and the ability to monitor the rooms and their use. Mr Dohrman suggested one change to point #3 regarding a cost-recovery fee for the District. The proposed policy reads “Library customers reserving a Community Commons Meeting Room may pay a cost-recovery fee”; Mr. Dohrman recommended revising the policy to “…may be required to pay a cost-recovery fee”.

Mr. Smith and the entire taskforce are still developing the policies for the largest meeting rooms; in order to “dot all “I”s and cross all “t”s”. Meeting rooms of this size, with the ability to accommodate up to 400 people, are a new territory for the District. Details of all of the policies, new and revised, are included in the packet and will be available online on the District’s website.

The Board of Trustees along with Director Jim Brown met for an update in August, 2011. At that meeting, another follow up meeting was discussed. Mr. Brown is recommending an update prior to the January 2012 Board of Trustees’ open session. The open session commences at 7 pm on January 10th at the Administrative Office. Mr. Brown recommends meeting at 6 pm on January 10th for the Director’s Update. Ms. Crook confirmed the date and time on the schedule.